Administrative Assistant

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. 

The World Bank is looking for a highly organized, energized, and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as an Administrative Assistant. The Administrative Assistant will be under the direct supervision of the Finance Officer who is responsible for his/her technical and professional development and performance evaluation. The Administrative Assistant is an integral part of the Kinshasa Country Office Administrative and Finance team. (S)He will provide Administrative and client support to the Country Office Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations

ROLES & RESPONSIBILITY

The Administrative Assistant’s duties and accountabilities include, but are not limited to, the following:

• Provide primary assistance and support to the Finance Team in processing accounting, financial, procurement and administrative transactions.Receive and dispatch all administrative, accounting, and financial documents.Ensure compliance with World Bank financial policies and procedures.Assist and follow up on the Country Office purchases.Handle routine work including receiving invoices from vendors, verifying their completeness ensuring their compliance with VAT and Global Payment Provider system requirements. and follow up VAT and other exemption documents to tax authorities.
• In collaboration with Driver’s Coordinator, ensure appropriate administrative documents of WBG vehicles exist and are updated timely; monitor fuel and vehicle repairs costs by maintaining up to date fuel monitoring sheet.Provide appropriate support to staff relocating to / from Kinshasa.Follow up on Country Office vendors registration, bank accounts details update as required by GPP system.
• Master the GPP system to assist Country Office staff, internal & external clients, and vendors as appropriate.Monitor Country Office service contracts and ensure that payments are done properly and timely as per the terms and conditions, and close out contracts after verifying that all due payments are done, and all terms and conditions are met.Create Travel Requests for Consultants and visitors while mastering the Travel system to assist Country Office travelers as appropriate.Review and manage any long outstanding contracts or items and follow up for timely settlements.Conduct annual Country Office fixed asset physical count and ensure new assets are tagged and recorded in SAP.
• Maintain up to date Country Office asset inventory, ensure proper maintenance of assets in short ensure proper asset management.Performs any other tasks assigned by the Finance Officer with respect to the Country Office work program.

Selection Criteria

Among other criteria, the successful candidate should be holding / having:

• Bachelor’s degree preferably in Accounting, Finance or Business Administration.Three years of relevant work experience preferably with international Organizations, NGOs, or Private Sector Organizations.
• Proficiency in using advanced functions on standard computer applications (Windows applications: Word, Excel, and PowerPoint), strong knowledge of computerized accounting.
• Knowledge of and ability to execute diverse work procedures related to the timely processing and production of assigned outputs and supporting administrative activities.Applied knowledge of organizations’ procedures, and practices, including records management, and filing procedures.
• Thorough knowledge of work procedures in assigned work unit.Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps; and to follow through on team priorities in the absence of the team leader and respond to requests for information.Committed, dedicated and team player with ability to deal tactfully and effectively with staff and clients in a multi-cultural environment.Proficient French, working knowledge in English skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation, and style.
• Effective time management and organizational skills.Ability to produce high-quality work under pressure.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=27908&site=1